The completed application and the Notice of Fire Department Regulation may be returned by mail to:

Garden City Public Library
60 Seventh Street
Garden City, NY 11530
    Attention: Mrs. Patricia Marson

The Library assumes no responsibility for applications lost or delayed in the mail. Applications may also be returned in person to the Library's Administration Department, Monday through Friday between the hours of 9:30 a.m. and 5:00 p.m.

Bookings will be made in order of reception for the period of July 2007 through June 2008. A copy of the approved or disapproved application will be returned to the person listed as completing the application.

Please note that, due to the Library's book sale, applications for meeting room bookings during May 12 to May 20, 2008 cannot be accepted. We regret that no exceptions can be made.

Particular attention is drawn to the second paragraph of the Statement of Policy, that defines a Garden City organization. Only those organizations qualifying under the definition of a Garden City organization will be permitted to book meeting rooms. The Library reserves the right to request the organization membership roster of any organization to verify status as a Garden City organization, and to bar further use of meeting rooms to organizations which fail to qualify as a Garden City organization.

We look forward to serving you, and please do not hesitate to call should you have any questions.

STATEMENT OF POLICY
and
REGULATIONS FOR MEETING ROOMS

1. STATEMENT OF POLICY
   The Garden City Public Library maintains rooms to bring together the resources of the Library and the interests and activities of the residents of the Incorporated Village of Garden City. While the meeting rooms are primarily for programs sponsored or co-sponsored by the Library, they may, when not in use by the Library, be made available for meetings and programs by other nonprofit Garden City organizations* for such purposes as: giving instruction in any recognized branch of learning, education or the arts; holding social, civic and recreational meetings and entertainment, and other uses pertaining to the welfare of the Garden City community.

   *A Garden City organization is defined as one where the majority of the membership is composed of residents of the Incorporated Village of Garden City, or composed of a majority of merchants having businesses located within the Incorporated Village of Garden City.

2. REGULATIONS

1. Library sponsored or co-sponsored programs and activities shall have precedence.

2. The use of a meeting room shall be granted only after request in writing is made to the Library Director on forms provided by the Library.

3. All organizations shall be restricted to one meeting a month.

4. The Library Board reserves the right to review all applications.

5. It is required by the Library Board that a maintainer be on duty at all evening meetings.

6. Admission fees may not be charged, nor donations accepted except with the written authorization of the Library Board.

7. No articles may be sold except for the benefit of the Library.

8. Raffles, lotteries, games of chance or any form of gambling is prohibited in the Library or on its grounds.

9. Meetings conducted by organizations subject to the New York State Open Meetings Law must have their Public Sessions open to all who wish to attend. Attendance by the general public at meetings of organizations not subject to the Open Meetings Law is at the discretion of the organization conducting the meeting.

10. Meeting rooms are not available for any meeting solely commercial in nature, or at which goods or services are advertised.

11. Meeting rooms are not available to individuals for personal use.

12. Exhibits, decorations or signs may be permitted only with the advance approval of the Library Director.

13. Neither the name nor address of the Garden City Public Library may be used as the official address or headquarters of any organization, nor may it be used for purposes other than to identify the location of the program. Any unwarranted implication that a program is sponsored by the Garden City Public Library will constitute sufficient grounds for immediate cancellation of an organization's meeting room use privilege.

14. The Library Board or its representatives shall have free access to the premises at all times.

15. Building Code Regulations limit the number of chairs which may be provided in Meeting Room A (Large Meeting Room) to 96; in Meeting Room B (Small Meeting Room) to 39.

3. RESERVATIONS AND AVAILABILITY

1. A request for the use of a meeting room must be made in writing on the form provided by the Library at least two weeks before the desired date. Where meetings are jointly sponsored, all co-sponsors must be named on the application form. If a reservation must be canceled, the Library should be informed immediately in order to make the room available to other groups.

2. Reservations for meetings are made in the order received. Authorization to use the meeting rooms may be revoked at any time when such use is in conflict with the best interests of the Library, when there are infractions of regulations or loud or boisterous behavior.

3. Permission to use a meeting room will be granted to adults only. When a meeting room is to be used by individuals under 18 years of age, adequate adult supervision must be provided throughout the meeting.

4. No reservations may be made on a permanent basis. Groups may request reservations for no longer than one year and must reapply for an extension.

5. For the period of the day after Labor Day through the following June 30, the meeting rooms are available Monday, Tuesday and Wednesday from 10:00 a.m. until 10:00 p.m.; Friday and Saturday from 10:00 a.m. to 4:45 p.m. Thursdays and Sundays are reserved for Library programs.

6. For the period of July 1 through the Thursday before Labor Day, the meeting rooms are available Monday through Thursday from 10:00 a.m. until 10:45 p.m. and Fridays and Saturdays from 10:00 a.m. to 4:45 p.m.

7. The meeting rooms are not available on the following days: New Year's Eve, New Year's Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Thanksgiving Eve, Thanksgiving Day, Christmas Eve, Christmas Day and any other day the Library is closed. Library closings due to inclement weather will be announced on radio station WHLI.

8. Use of the Exhibit Foyer is to be applied for in advance. An additional charge of $20.00 will be levied for the use of the Exhibit Foyer.

9. The area reserved is not available until the time specified on the application and is to be vacated at the time specified on the form.

4. MEETING ROOM FEES AND SERVICES

1. A fee of $10.00 is charged for the use of the large meeting room. There is no fee for the use of the small meeting room. A penalty ($15.00 large room; $10.00 small room) is charged for failure to cancel at least 24 hours in advance

2. All evening meetings must be terminated at 10:45 p.m. and the building vacated by 11:00 p.m. Any group desiring to go beyond these hours may request additional time at a charge of $20.00 per hour, or fraction thereof. This request must be made in writing at least one week in advance and must have the approval of the Library Director or his designee. No other Library employee has the authority to grant this permission.

3. Any displays or special arrangements beyond the services normally provided by the Maintainer in his regular hours and duties must be undertaken by the organization. Library staff cannot cart or move materials used by organizations attendant to their meetings. Organizations must adhere to the placement of tables, chairs, etc. as outlined by Library staff.

4. The Library's projector and screen may be used at the rate of $4.00 an hour and at a minimum of $8.00 a session. Such equipment is to be operated by Library personnel.

5. The piano may be used upon application. There is a charge of $200.00 for moving it to the platform.

5. SERVING REFRESHMENTS

1. Permission to serve refreshments must be requested on the meeting room application form. A fee will be charged as follows:

   1-50 persons	$10.00
   51-96 persons (maximum if chairs provided)	15.00
   97-161 persons (without chairs)	20.00
   162-225 persons (maximum, without chairs)	25.00

2. No alcoholic beverages are permitted on the premises.

3. The Library will furnish a coffee urn.

4. All food must be removed from the premises and the kitchen left in a clean and orderly condition.

5. An appropriate additional fee will be charged for cleanup when necessary.

6. SMOKING
   Smoking is prohibited in the Library, including the meeting rooms and entrance lobby.

7. TIPPING
   Tipping of Library employees is prohibited.

8. LIABILITY

1. Groups or individuals engaging the meeting rooms are financially responsible for any damage to the Library, its equipment and furnishings.

2. The Library assumes no responsibility for any equipment, supplies or materials, which an organization may have on the premises.

3. The Library assumes no responsibility for personal injury received, or for personal property left on the premises.

4. The Library assumes no responsibility for loss or damage to property owned by exhibitors. When the meeting rooms or exhibit area are to be used for exhibition purposes, it is the responsibility of the organization to provide attendants when the exhibition is open to the public. The public will not be admitted to an exhibition in a room where a scheduled meeting is being held.

9. AMENDMENT OF RULES
   The Board of Library Trustees reserves the right to review and amend these regulations, as it may deem expedient.

SUMMARY OF FEES